How to File a Rental Property Insurance Claim Successfully
- Nate Jones, CPCU, ARM, CLCS, AU
- Oct 7, 2025
- 3 min read
When disaster strikes your rental property—whether it’s a burst pipe, fire, or vandalism—knowing how to file an insurance claim quickly and correctly can make all the difference. A smooth claims process ensures you recover your losses and get your property back in shape with minimal disruption to your rental income.
At Wexford Insurance, we specialize in rental property insurance for all types of properties, including duplexes, triplexes, short-term rentals, and vacation homes. Here’s a step-by-step guide to help you file a rental property insurance claim successfully.
Step 1: Assess the Damage and Ensure Safety
Before anything else, make sure your tenants are safe. If the damage is severe (e.g., fire or flooding), contact emergency services immediately. Once the area is secure, assess the damage and take steps to prevent further loss, such as boarding up broken windows or shutting off water lines.
Step 2: Document Everything
Thorough documentation is critical. Take clear, timestamped photos and videos of all damage, both interior and exterior. Create a detailed inventory of damaged items, including:
Description of the item
Estimated value
Purchase receipts (if available)
Keep damaged items until your insurance adjuster has reviewed them. This evidence will support your claim and help ensure a fair settlement.
Step 3: Notify Your Insurance Provider Immediately
Time is of the essence. Most policies require you to report a claim within a specific timeframe—often 24 to 72 hours. Contact your insurance agent or provider as soon as possible. Provide:
Your policy number
Date and time of the incident
Description of the damage
Any supporting documentation
At Wexford Insurance, our team is available to guide you through the process and answer any questions.
Step 4: Review Your Policy
Before filing, review your declarations page to understand:
What’s covered (e.g., dwelling, liability, loss of rent)
Deductibles
Policy limits
Exclusions (e.g., flood or earthquake damage)
Understanding your coverage helps you avoid surprises and ensures your claim aligns with your policy.
Step 5: File the Claim
Most insurers allow you to file claims online, via mobile apps, or over the phone. Be concise and accurate when describing the incident. Avoid speculation—stick to the facts. Submit all required forms, photos, and documentation promptly.
Step 6: Cooperate with the Adjuster
An insurance adjuster will likely visit your property to assess the damage. Be present during the inspection to answer questions and provide documentation. Keep a record of all communications and follow up regularly to track the claim’s progress.
Step 7: Make Temporary Repairs (if needed)
If repairs are necessary to prevent further damage (e.g., covering a leaking roof), go ahead—but keep receipts. These costs may be reimbursed. Avoid making permanent repairs until the adjuster has completed their inspection.
Step 8: Stay Organized and Follow Up
Keep a file with all claim-related documents, including:
Emails and letters
Receipts and invoices
Adjuster reports
Repair estimates
Staying organized helps you respond quickly to requests and ensures a smoother claims process.
Final Thoughts
At Wexford Insurance, we’re more than just a provider—we’re your partner in protecting your rental property. Whether you own a duplex, triplex, Airbnb, or lake house, we offer customized landlord insurance that includes coverage for property damage, liability, and loss of rent. Contact now!
FAQs
Q: How long do I have to file a rental property insurance claim?
A: Most policies require claims to be filed within 24–72 hours of the incident.
Q: What if I make repairs before the adjuster arrives?
A: Only make temporary repairs to prevent further damage. Keep receipts and document everything.
Q: Can I file a claim online?
A: Yes, most insurers—including Wexford Insurance—offer online claim filing for convenience.
